VendorChangeDetailsReport_GL-2026-19_v1_Mar_11_26.pdf

This Vendor Change Details Report documents a solicitation change for the Town of Glastonbury, Connecticut Parks and Recreation Department's America's 250th Anniversary Drone Show procurement (GL-2026-19). The Town is soliciting bids for a 15-20 minute drone light show to commemorate America's 250th Anniversary scheduled for September 26, 2026, at Riverfront Park (252 Welles Street, Glastonbury, Connecticut), with a rain date of September 27, 2026, commencing at approximately 7:15 p.m. Qualified vendors must have substantial prior experience with drone light shows for municipal clients and possess all required FAA approvals and federal, state, and local licenses and permits. Electronic bid submissions are required through the Bonfire Hub e-procurement portal (https://glastonburyct.bonfirehub.com/) with a deadline of March 12, 2026, at 11:00 a.m. EST. Critical project milestones include a mandatory site walk-through two days prior to the event, Town approval of drone show design and choreography by July 26, 2026, final music selection approval by September 17, 2026, and equipment setup completion by 1:30 p.m. on the event date. The specific change documented in this report is the addition of the document 'GL-2026-19-Americas 250th Anniversary Drone Show- Bid Opening.pdf' to the solicitation materials on March 11, 2026.

All bid prices must be all-inclusive of drones, licenses, permits, staff, vehicles, setup, teardown, storage, and equipment, with payment terms set at Net 30 following show completion. Bidders must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Drone Liability ($1,000,000 per occurrence), and Aviation Liability ($5,000,000 per occurrence), and provide three municipal references from the past three years. The Town of Glastonbury has not designated set-aside provisions or restrictions limiting bidder eligibility, indicating this is open competition available to all qualified vendors. No incumbent vendor has been identified, and no estimated budget or award value range has been publicly disclosed. The procurement is contingent upon successful fundraising, and the Town reserves the right to negotiate a modified or smaller-scale presentation, waive informalities and defects, reject any or all bids, or terminate the contract if available funding proves insufficient. All vendor operations must comply with FAA Part 107 regulations, and vendors assume full responsibility for facility damage repairs, grounds restoration, and legal debris disposal at their own expense. Interested parties should contact Nicole Melquist, Procurement Officer, at 860-652-7588 or Nicole.Melquist@glastonbury-ct.gov.